HR Assistant- Western Cape

Job description

The Human Resources Assistant (HRA) is responsible for managing general administration between the HR Department, employees and or line managers. The HRA supports the Senior HRBP, HRBP and the Group at large with HR administrative and coordinative functions. The HRA will be required to travel between various sites as and when operationally required.

Responsibilities:

• Handle communication between Human Resources (HR) Department, employees, and line managers.
• Manage general administration duties
• Provide administrative and logistical support for recruitment events such as: prepare notices and advertisements for vacant staff positions on  Pharmacy, schedule and organize interviews, participate in applicant interviews, conduct reference checks on possible candidates, prepare contract documents and offers of employment. Update Vacancy reports and Orientation Lists.
• Checklists & document control sheets completed accurately and supporting documents attached as per SOP
• Responsible for all HR filing (manual and HR Premier)
• Assist to draft contracts of employment, offer letters, compensation adjustments and or addendums
• Conduct leave recons as per the Standard Operating Procedure (SOP)
• Prepare Induction Packs (IP) for new employees
• Assist new employees to complete IP documents and attached required supporting documents
• Submit documents to payroll
• Handle general enquiries from employees timeously
• Provide feedback on queries
• Assist to update and editing organogram
• General HR administration
• Administration of U-filing, Certificate of Service and UI2.7, Annexure A5, etc. forms for new staff; terminated staff and staff going on Maternity leave
• Assist employees with Insurance and Funeral Claims
• Administration, registration and enrolment of employees on Employee Self Service (ESS) and Eco-Time
• Administrative support to line-managers on Employee Self Service (ESS) and Eco-Time
• Assist with Infoslip registration and PUK numbers and printing payslips for the Operational Departments
• Distribute Retiree’s, Maternity Leave and Fixed Term contracts confirmations and provide feedback timeously to Payroll as per SOP
• AEL confirmation and updates done as per SOP
• Assist employees with Payroll queries, work confirmations, leave enquiries, reprints of salary slips, etc.
• IOD (Injury on duty) administration – completing the documentation with the staff member and submitting the claim through COIDA
• Telephone pincode administration (new requests, updates & terminations)
• Helpdesk support (telephonic / e-mail) for internal and external enquiries
• Create employee files with correct Index
• File employee documents in personnel files
• Complete checklists and document control sheets
• Follow-up on outstanding documents from employee / HRBP’s/ line-managers
• Weekly reporting of filing statistics to Senior HRBP
• Manage own time & attendance according to Company Policies
• Adherence to company policies and standard operating procedures (SOP)
• Self-initiative and willingness to constantly exceed expectations
• Self-motivated
• Maintain good housekeeping standards

Minimum requirements

Qualifications

• Grade 12
• HR Degree/Diploma

 Experience

• Minimum of 2-3 years office administration experience
• VIP Payroll
• VIP Premier
• ESS
• Eco-Time
• Microsoft Excel Basic

COMPETENCIES

• Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Systems Analysis - Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
• Speaking - Talking to others to convey information effectively.
• Writing - Communicating effectively in writing as appropriate for the needs of the audience.
• Complex Problem Solving - Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
• Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.
• Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• Time Management - Managing one''''s own time
• Social Perceptiveness - Being aware of others'''' reactions and understanding why they react as they do.
• Coordination - Adjusting actions in relation to others'''' actions.
• Service Orientation - Actively looking for ways to help people.
• Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Administration and Management - Knowledge of business administration principles.
• Achievement - Results oriented
• Relationships - Provide service to others and work with co-workers in a friendly non-competitive environment.
• Confidentiality - Maintain confidentiality at all times